2019 Caribbean Carnival - Vendor Application

Dear Vendor: 

Please fill out all the required information as accurately as possible. Your submitted data will be reviewed by our Planning Committee and you will be contacted by email within 10 days of your application. Please read the requirements of your participation and you are invited to call or email with any questions you may have. 

Vendor applications must be received on or before August 1, 2019.

A 10 x 10' space is provided to all outside vendors and a 10' x 10' pop-up tent may be used. Please be certain to provide adequate tent anchoring to prevent damage from winds. All vendors can be provided with a 6-8 foot table and 2 folding chairs upon request (fee of $20). 

Electricity will be provided for $10.00 extra. Maximum 10 Amps

Electrical food preparation equipment must be vented. Food should be prepared in advance and heated to NYS DOH regulations at the serving table. Coolers can be stored under tables. 

If paying by check, please make payable to Seasoned Delicious Foods and send to: PO Box 880, Saugerties, NY 12477
Requirements for Participation as a vendor in the 2019 Seasoned Delicious Foods Caribbean Carnival

1. Vendor must be a registered business entity: LLC, Corporation or NYS DBA.

NOTE: Need to file a DBA (Certificate of Assumed Name)? It's easy, it's online and it's quick: Visit the NYS Division of Corporations  

2. Vendor must have current insurance and name Seasoned Delicious Foods as the additionally insured.

3. Once approved you will be required to pay in full the fees for the event. Cancellation requests received prior to August 1, 2019 will result in a refund of the full registration fee. No cancellation requests will be accepted after August 1, 2019.

4. Vendor is 100% responsible for cleanup at the end of the event and a cleanup deposit of $35.00 is required. This deposit will be refunded once the event is over and your site has been inspected.

5. Vendors will be granted access to the site at 8:00 am on the morning of the event and must be completely setup by 10:30 am. All vehicles must be parked outside the area after setup. There is no parking in the event parking lot. All vehicles can park in other areas of the park. Break down is at 6:00 pm and vendors must be open until that time. There will be no allowance for early breakdown or departure.

6. Food vendors will be outdoors only and must have a valid NYS Ulster County Dept of Health Temporary Food Service Permit which can be obtained here: https://ulstercountyny.gov/health/permits-applications
GENERAL EVENT REGULATIONS:

NEW YORK STATE SALES TAX: VENDOR must possess a valid N.Y.S. Sales Tax I.D Number, if applicable. 

VENDOR must provide FESTIVAL MANAGEMENT with a photocopy of a current permit issued by the N.Y.S. Sales Tax Bureau. VENDOR WILL NOT BE ACCEPTED WITHOUT THIS CERTIFICATE, which you must display during event hours.

INSURANCE: VENDOR must furnish FESTIVAL MANAGEMENT with a Certificate of Insurance with liability limit of no less than $1,000,000 and shall name 
  • MTD Interface LLC, its directors and officers, 
  • and Town of Saugerties as “additional insured” 
  • and Cantine Field as the premises for the event.

NOTE: Need Insurance? The folks in the Commercial Division of Naccarato Insurance have been extremely helpful and easy to work with.

VENDOR will indemnify and hold harmless ...
  • the SEASONED DELICIOUS FOODS CARIBBEAN CARNIVAL ™ 
  • and MTD INTERFACE LLC, its officers and directors
... from all claims arising from any act of omission of the VENDOR.

ARTS & CRAFTS VENDORS: Products must be packaged properly for safety. (i.e. bottled and sealed jams, jellies, vinegar, and salsa, candy). All products must be new and unopened (food items). All items should conform to the event theme as much as possible.

2019 Caribbean Carnival Vendor Application Form

Food Service
Arts & Crafts
Information
Pop-Up Tent
Table
Other

NOTES: 


PACKAGED FOOD: Food products must be packaged in such a way that the intention is for off-premise consumption (i.e. bottled and sealed jams, jellies, vinegar, and salsa). You may give away samples of food without a N.Y.S. Health Permit.


PREPARED FOODS OFFERED FOR ON PREMISE CONSUMPTION:  If you sell food for consumption directly on premise you must apply as a FOOD VENDOR and comply with all event rules and regulations pertaining to such food sales.

We will serve Prepared Foods ($75)
We will serve Packaged Food/Snacks ($50)
We offer Arts & Crafts ($50)
We offer Information ($50)
We Need Electricity ($10)
We Need a Table & 2 Chairs ($20)
I Understand
Please send me an invoice by email
I will calculate my total & send a check

I have read the accompanying Guidelines, Rules, & Regulations and agree to abide by them. I further understand that the vendor fee is nonrefundable after August 1st, 2019 and the event is held rain or shine. Please fill in the information below.

I Understand & Agree
Frequent Vendor Questions:
  • When & Where is the Caribbean Carnival

    Sunday, August 11, 2019

    Cantine Veterans Memorial Complex

    6 Small World Ave

    Saugerties, NY 12477


    Location Map

  • Is the event indoor or outdoor?

    While there are indoor facilities for restrooms, the vast majority of the event and all vendor locations will be outdoor.

  • When is my vendor application due?

    All vendor applications must be received on or before August 1, 2019. Cancellation requests will be honored and refunded prior to August 1st but not after August 1st. 

  • How much space will we have?

    Each vendor booth is 10' x 10'. If you need more space, reserve more than one booth space. 

  • Can I bring a booth or tent?

    Absolutely. Bring a 10' x 10' pop-up tent, tables, chairs, whever you need. Tables and chairs are avilable for a nominal fee. 

  • Is electricity available?

    Yes. Electricity will be available for just $10 for the day with a max draw of 10 amps.

  • What if I have food preparation equipment?

    Food prep equipment must be vented. It is strongly recommended that food be prepared in advanced and heated on-site to DOH regulations at the serving table. 

  • Where do I send my application & check?

    You can fill out the online application and it will be delivered directly. 


    If you wish to print and complete the PDF application, please make a check payable to:


    Seasoned Delicious Foods

    PO Box 880

    Saugerties, NY 12477

  • Are there any business requirements?

    Yes. Vendors must be a NYS registered business entity (LLC or corporation) or a NYS DBA with a certificate of assumed name. 


    If you have not formed an entity and wish to create a DBA, please visit the NYS Division of Corporations and follow their online application.

  • Are there any insurance requirements?

    Yes. 


    Vendors must furnish FESTIVAL MANAGEMENT with a Certificate of Insurance with liability limit of no less than $1,000,000 and shall name MTD Interface LLC, its directors and officers, and Town of Saugerties as “additional insured” and Cantine Field as the premises for the event.


    NOTE: Need Insurance? The folks in the Commercial Division of Naccarato Insurance have been extremely helpful and easy to work with.


    VENDOR will indemnify and hold harmless the SEASONED DELICIOUS FOODS CARIBBEAN CARNIVAL ™ and MTD INTERFACE LLC, its officers and directors, from all claims arising from any act of omission of the VENDOR.

  • When can we set up & break down?

    Vendors will have access to the grounds begining at 8:00 am and must be completely set-up by 10:30am. Break-down is at 6:00 pm and all vendors must be open until that time. 

  • I'm a food vendor. What do I need?

    Food vendors will be outdoors only and must have a valid NYS Ulster County Dept of Health Temporary Food Service Permit which can be obtained here: https://ulstercountyny.gov/health/permits-applications

  • What about sales tax?

    NEW YORK STATE SALES TAX: VENDOR must possess a valid N.Y.S. Sales Tax I.D Number, if applicable. 


    VENDOR must provide FESTIVAL MANAGEMENT with a photocopy of a current permit issued by the N.Y.S. Sales Tax Bureau. VENDOR WILL NOT BE ACCEPTED WITHOUT THIS CERTIFICATE, which you must display during event hours.

  • Is there a clean-up deposit?

    Yes. 


    Vendors are required to clean up their spaces at the end of the event. A clean up deposit of $35 is required and will be refunded when the event is over and your site has been inspected.